Create New Project With Template

Create New Project with Ref. to Template

CJ20N

Create New Project with Ref. to Template

Purpose

Use this procedural document to create a Project with reference to a Project Template using the Project Builder. The Project Builder is a user-friendly and versatile tool used to create, change and delete projects and WBS elements. It can be used to manage CAPEX and OPEX/ REVEX projects.

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Capital expenditure costs relating to Assets under Construction (AuC) are collected on WBS elements.

WBS elements that are relevant for Capital Expenditure are directly linked to an AuC. These costs are included in the Profit and Loss Account. At least monthly, these costs must be settled to an AuC, i.e. posted from the WBS element to an AuC, in order to update the Balance Sheet. Settlement can be carried out for individual WBS elements or projects, or for a range of WBS elements (collective settlement).

Every project and WBS element is identified by a unique number. A mask controls the number of digits and number structure:

· CAPEX projects begin with the letter 'C'

· OPEX projects begin with the letter 'O'

The project mask is: C-SSNNNYYXXXX, where:

· C - for Capex (or O for Opex)

· SS - ISO code for country

· NNN - Business model, RET for Retail, LUB for Lubes and REF for Refining.

· YY - Year

· XXXX - Project Sequence (followed by 6 digits to add detail levels)

·BP uses a hierarchy of levels to define WBS elements:

· The level 1 WBS element is equal to the project definition and represents a summary node.

· The subordinate levels can be either summary nodes or posting levels. Posting level items are used to collect costs, plans and budgets. Hence, every WBS element must be linked to a profit center.

· Costs are always posted to the lowest level.

The Standard Global Business Model Project Templates have been specifically set up for project creations. They default the following data entries in a Project:

· Company Code and Controlling Area

· Project Type

· Account Assignment

· Object Class and Investment Profile

· PS Text Framework and Asset Master Record Templates (AMRT's)

The Standard Project Template Job Aids will accompany the Standard Project Templates to facilitate the common usage of Standard WBS Elements and Fixed Asset Record fields.

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Prerequisites

To create a project, the following information is required:

· A Standard Global Business Model Project Template

· Project mask/number

· Project description

· Profit Center (Project defination level)

· Controlling Area and Cost Center (Level 1 WBS)

Related Documents

· AA2 - Asset Accounting Processing Course Slides

Scenario

The Business Controller has requested a new CAPEX project to be created using the template of a standard WBS (CJ20N).

Complete the following tasks:

· Call up transaction CJ20n, go to the Templates tab and select the appropriate template.

· Complete the Project Def. box with the project number, modify the description. Click the WBS Element button to select the WBS elements to be included.

· Highlight the WBS Elements to be included. Replace them with your project number and include them.

· Enter the Profit Center (Project defination level)

· Enter the Controlling Area and Cost Center (Level 1 WBS)

· Enter the budget for the project in CJ30.

· Release the Project in CJ20n.

Access Transaction:

Via Menu Path SAP R/3 >> Accounting >> Project System >> Project >> CJ20N - Project Builder

Via Transaction Code CJ20N

Procedure

SAP Easy Access GFI Financials Template Main Menu

1. Select SAP R/3 menu folder.

2. Select Accounting menu folder.

3. Select Project System menu folder.

4. Select Project menu folder.

5. Select CJ20N - Project Builder transaction.

Tip: To 'fastpath' to this transaction in the live system, type CJ20N in the Command field and click the Enter button.

Information: This learning OLQR document will show the four stages of a project creation using a template. The four stages are as follows:

1. Initial Set Up (CJ20N)

2. Create New Project (CJ20N)

3. Project Budget (CJ30) & Project Release (CJ20N)

4. Project TECO and PS Text (CJ20N)

Information: We will now look at Stage 1 - Initial Set Up in CJ20N.

Project Builder

6. Select Settings >> Options

Project Builder: User-specific options

7. Click Close button.

Tip: This dialog box contains your user-specific options. Check the options are correct and make sure the Standard templates check box is selected.

Project Builder

8. Click Templates button.

Information: Use this button to view the Templates available for creating the new project.

Project Builder

9. Select Individual Objects folder.

Information: Collapse the Individual Objects folder.

10. Select Projects folder.

Information: Collapse the Projects folder.

11. Select Standard Project Definitions folder.

Include in Templates

12. Update the following required and optional fields:

Field Name Description R/O/C Values

Std. project def. Standard project definition. R Enter value in Std. project def..

Example: C-NLRETYY0001

Information: In this learning example we will use a Retail Template for the Netherlands. If you do not know the template number, use the Std. project def. matchcode button to find the appropriate template number for your legal entity.

13. Click Include in worklist button.

Project Builder

14. Select NL Global Retail Conv Template.

Information: We will now look at Stage 2 - Create New Project in CJ20N.

Create Project



Project Def. The project definition is the code that is uniquely assigned to group a structure of WBS elements. At this level are contained dates and organizational information that are binding for the entire project.

R Enter value in Project Def..

Example: C-NLRET071006

Information: Enter the Project Definition number in the Project Def. field and change the description text in the Description field.



Description Text to identify an object or activity

R Enter value in Description.

Example: NL RETAIL EXAMPLE 01

Information: Enter the project description for the project, the first level in the WBS structure.



Start Start date R Enter value in Start.

Example: 08.05.2007

18. Click WBS element overview button.

Information: The WBS Element (yellow triangle) button will let you choose which WBS elements to include. The Enter button will bring in the whole template.

Information

19. Click Continue button.

Information: This information message will appear to inform you that the project template (standard WBS) has not yet been released. This will appear whatever option is selected. Click the Enter button to override this Information message.

Information: In the next screen all the WBS elements are currently selected. In this learning example we will deselect them all and then select the ones we want to include in the project structure.

Create Project

20. Click Edit >> Select >> Deselect all

Create Project

21. Click 1st Item Selection button.

22. Click 2nd Item Selection button.

23. Click 3rd Item Selection button.

24. Click 4th Item Selection button.


26. Click 14th Item Selection (Canopy) button.







33. Click 21st Item Selection button.

34. Click 22nd Item Selection button.

35. Click 23rd Item Selection button.

36. Click Replace button.

Information: We are now going to replace the template project number with the actual project number that we entered in the Create Project dialog box at the beginning of this transaction.

Change Key

37. Click Replace button.

Change Key

38. Click Include button.

Project Builder



Profit Center Code identifying an organizational object for which an independent operating profit is calculated

R Enter value in Profit Center.

Example: 5711041

Information: At the Project defination level enter the Profit Center for this project.

40. Select NL Global Retail Conv Template (WBS Element Level 1).

Tip: The Hierarchy (Shift & F6) button on the SAP Application toolbar displays the project structure in a graphical format including all WBS element levels. This is not shown in this learning example.

Project Builder



Resp. cost cntr Responsible cost center. R Enter value in Resp. cost cntr.

Example: CHNL

Information: Here we are entering the Controlling Area for the Netherlands.



Resp. cost cntr Responsible cost center. R Enter value in Resp. cost cntr.

Example: 6311000000

Information: Enter the Cost Center number for the Level 1 WBS Element. By entering the Controlling Area number and the Cost Center number at the first WBS Element Level, these values

will default into the other WBS elements below this level. The values for the other WBS Elements can be changed, if required.

43. Click Save (Ctrl+S) button.

Project Builder

44. Click Exit (Shift+F3) button.

Information: The message at the bottom of the screen confirms the new project is being created.

SAP Easy Access SAP Menu



Command This field represents the Command field. Enter the transaction code/command in this field.

R Enter value in Command.

Example: CJ30

Information: We will now look at Stage 3 - Project Budget (CJ30) and Project Release (CJ20N).

46. Click Enter button.

Change Original Budget: Initial Screen

47. Click Original Budget button.

Information: The project number has automatically defaulted into the Project Def. field. If the number has not defaulted, then use the Project Def. matchcode button to find the required project number. The Original Budget button or the Enter button can be used. In this learning example we will use the Original Budget button.

Change Original Budget: WBS Element Overview



Budget (at the 1st WBS element level

R Enter value in Column Budget (at the 1st WBS element level.

Example: 50000

Information: In this learning example we will set the project budget at 50,000 EUROS.

IMPORTANT NOTE: The Retail Template does NOT enforce a budget to be entered; but the General Purchase Template does. In this Retail learning example we will enter a budget for learning purposes. In this learning example we will set the project budget at 50,000 EUROS.


Change Original Budget: Initial Screen


Information: The message at the bottom of the screen confirms a document number has been posted for this budget.

SAP Easy Access SAP Menu



CJ20N R Enter value in CJ20N.

Example: CJ20N

Information: We will now go back to the Project Builder transaction CJ20N to release the project.

52. Click Enter button.

Project Builder

53. Select NL RETAIL EXAMPLE 01.

Project Builder: Project C-NLRET071006

54. Click Edit >> Status >> Release


55. Select Demolition - New and Rebuild.

Information: The status is updated to REL which means the project has been released. This releases all subsequent WBS elements within the project. This can be checked by clicking on each WBS item and viewing the status.

Information: We will now look at the final stage (Stage 4) of this process - Project TECO and PS Text (CJ20N).

Information: The WBS elements in the next screen have the status of REL and AUC indicating that they have been released in the system and the asset under construction exists.

56. Click Status >> Complete Technically >> Set


57. Select ASSET CREATION TEMP.

Information: The System status is now set to TECO (Technically completed). Click on this line to bring up the Identification and Functions screen. In this new screen you will be able to click on the Edit Text button and go to the embedded PS Text spreadsheet in SAP.


58. Click Edit Text button.

Information: Click this button to edit the PS Text.

External PS Text Processing

59. Type "10th MAY 2007" in cell B9.

Information: In this learning example we will just enter the In-Service date. In the live system, complete the PS Text, as required.


Important Note: We are using the SAP Save button to save the changes made to the Excel spreadsheet. Additionally, you can save a copy of this spreadsheet to your hard drive by following the menu path File >> Save copy as. Remember this downloaded saved file cannot be uploaded to SAP. It should only be used for information purposes.





Information: The message at the bottom of the screen confirms the project has been changed.

Information: Click on the Exit button to return to the SAP Easy Access screen.

63. The system task is complete.

What Is Overhead Cost And Overhead Project

Costs, as you may very well be aware, are direct or indirect. The indirect costs - such as costs on welfare, subsidies, canteen, energy, transportations etc. are called over heads. Overheads are again classified into : (1) Production overheads (2) Commercial & Administrative overheads - This is dependent on where the incidence of cost occur.

Overheads are generally calculated as a percentage of direct costs such as labour / material.

Overhead projects - Projects are essentially of three types in SAP-PS system - (1) Customer project (2) Investment Project (3) Overhead projects.

Projects which are created to track and control overheads in an enterprise are called overhead projects. Example :- Travel expenses for a period. If you create a project such as this, it will enable tracking and controlling of travel expenses cost centre-wise, department-wise, employee-wise.

To summarize: Overheads occur in every enterprise. But some enterprises may choose to create a project to control certain specific overheads. Such projects are called overhead projects.

My Client want to change the % Overhead rate periodically. We are maintaining this in SPRO - Controlling. Let me know the T. Code for this.

We maintain overheads rate in costing sheet.

Use transaction KZA1

Material Overhead system looks for material master --> Costing2 tab where we define material overhead key.

In Config-> Product cost we assign a overhead key to a overhead group.

In costing sheet row for material overhead - we maintain Overhead rate assigned to a Overhead key.

We will see the actual OH - T.Code - KSI4

Please refer SAP Note 164222 - Transporting overhead rates of the costing sheet

S_ALR_87008275 - Define Percentage Overhead Rate

Once you change percentages, this will affect all the transactions, like material cost estimate, actual overhead calculation production order and if you use same cost sheet in other objects like networks, wbs, internal order etc.

Which table can I see overhead rate which are created under costing sheet?

In tables A... you find the "condition records" for different kind of overhead

i.e.

- A122 is for overhead according to profit centers

- A014 according to overhead key

- A013 is general

and so on

In table KONP you find rates for the "condition records" found in A... tables

In which table overhead rate and percentage is maintained for transaction code KZZ2 ?

The tables are:

T685 - Conditions: Types

KONX - Overhead Rates: Help Table for Variable Fields